SUMMARY OF PROGRAM PROGRESS, TRENDS, AND PROBLEMS

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CIA-RDP74-00390R000300180008-8
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K
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28
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December 9, 2016
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August 24, 2001
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8
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SUMMARY
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Approved For Iiiisiease 2001/08/29 : CIA-RDP74-003904p0300180008-8 1=7 72-74. r 114J RECORDS ADMINISTRATION BRANCH SUMMARY OF PROGRAM PROGRESS,, TRENDS, AND PROBLEMS. o F.14. 7.0 e PROGRESS TOWARD OBJECTIVES AND GENERAL THRUST OF ACTIVITIES. a. Records management support and guidance are furnished to all components of the Agency by the Records Administration Branch of the Support Services Staff in the program elements of file systems, equipment, and records disposition. Operational Support is provided for the design and production of forms and the storage and service of Agency records. The Branch continues to serve as the liaison with National Archives for records disposition authorizations and on Federal policies for the management of Government records. The Agency Program encompasses the complete life-cycle of all documentation and specifies requirements for the six major elements of records management: Forms, Correspondence, Reports, Systems and Equipment, Vital Records, and Records Disposition. Studies by the Records Branch this past year found that the scope of the Agency records ftogram continues to expand as do its problems. The volume of records in the Agency Offices decreased 8% last year as compared with 2% the previous year. Last year an Agencywide records purge disposed of more inactive files from the Records Center than in Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Formaelease 2001/08/29 : CIA-RDR74-0039(4000300180008-8 any previous year. The net volume at our Records Center was decreased by 3% but the need for additional records storage capacity remains critical. A year end status report on the major elements of the Records Program is as follows: (1) Forms Management Program: Branch efforts, one full-time officer, have been devoted primarily to sup- porting component requirements for new forms designs. Last year the staff designed 430 new and revised Agency forms. The automated system to provide forms management information on some 2,800 forms used by the Agency was converted from punched cards to the computer early last year. Assistance was given to the Office of Logistics to improve control of their stock management and issuance of forms. The forms program has produced 29 optical character recognition forms in support of components designing computer systems. Attempts to involve components in producing and controlling their own forms design and developing integrated forms systems were not successful because most components do not have full time professional Records Management Officers. (2) Correspondence and Reports Management Programs: Personnel planned for detail to these programs on a part- time basis were fully occupied with other day to day operations and priority assignments. Our requests for Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved For%Release 2001/08/29: CIA-RDP74-0039eR000300180008-8 additional personnel for these programs were disallowed in the past three years. The Agency correspondence manual is out of date and should be revised. Interface between the personnel now developing computer reporting systems and the Records Branch toward the creation of an overall Agency reports management system is yet to be established. (3) Records Maintenance Programs: Several systems and records surveys were completed last year and the first two major equipment installations of motorized shelving in the Federal Government resulted. The storage capacity was increased 60% in RID while some 4.000 square feet of floor space in the NPIC file room was released to their computer facility. A shelving installation devised for Office of Finance released some $21,000 worth of safes to Logistics for re-issue. (4) Records Disposition: Over 200 items in component Records Disposal Schedules were revised to shorten the storage period for temporary files and tighter Retention Plans were developed for permanent Archival Records in DDP, DDS&T, and DO!, An Agencywide purge of records under the direction of the recently created Records Management Board resulted in the disposal of some 20,000 cubic feet of records from our Records Center for a net reduction of 4,000 cubic feet. Approved For Release 2001/08/29: CIA-RDP74-00390R000300180008-8 Approved For,gelease 2001/08/29 : CIA-RDP74-0039?41000300180008-8 This past year was the. first time in Agency history that more records were destroyed than were received in our Records Center. In offices throughout the Agency upwards of 50,000 cubic feet of old files were destroyed. b. As reported last year, our Records Center will be beyond its capacity by December 1970. Our search for alternatives, short of new construction, to augment our records storage capacity resulted in several major studies. We require an additional 40,000 cubic feet of storage space to handle IMMEDIATE needs and allow for growth through 1975. We examined the following possibilities: 1. Use of Federal Records Centers for permanent storage of Agency documents; 2. Obtaining space in Metropolitan Washington from GSA; 3. Conversion of Agency STATINTL space at for records storage; and 4. Motorized shelving in STATINTL the Records Center in conjunction with conversion of other space at Alternative number four has been recommended as the most accept- able short term temporary expedient and our request for $575,000 in FY 70 year end funds to proceed with this solution is now pending Executive Director approval. c. The Records Management Board continued to study the Agency's records problems. This Board meets regularly and has established itself as a useful mechanism for coordination and review of Agencywide records problems. Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Foraelease 2001/08/29 : CIA-RDP74-00390111000300180008-8 d. Vital Records Program: The entire Vital Records Program was studied towards developing a tighter and more economical system. Thirteen components updated their Vital Records Schedules. Some 1,050 cubic feet of Vital Records were deposited while 1,000 cubic feet of old materiaLwas removed. 2. OBJECTIVES FY 1972-76: Our objectives for FY 72 through FY 70 remain basically as stated last year. Two subjects that were mentioned only briefly in last years submission are reaching a point where- they will require significantly more attention and resources throughout the Agency. The trends and problems of microform systems and the need for an Agency Archives program are discussed in section three below. The objectives for the Records Administration Branch on these two items are: a. To provide Central Staff support and guidance in determining the role microform applications should have in the management of Agency records programs, to monitor component activities in the microform field with the purpose of insuring maximum compatibility between and among the various components where com- patibility may be a significant factor; and to develop recomendations about how the Agency should proceed Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Forigelease 2001/08/29 : CIA-RDP74-003995i000300180008-8 to determine whether there is in fact a potential problem in managing proliferative microform systems and what arrangement steps should be taken to gain a desirable level of control over them. b. To assist in the establishment of an Agency Archives function separate from the Records Adminis- tration Branch. There is a proposal pending Executive Director-Comptroller approval on the establishment of an Archives Program under the Chief, Historical Staff and a request that the Agency reprogram its resources over the shortest possible period to pro- vide the needed staffing complement (seven professional Archivists and three clericals) to support an Archives Program. 3. PROBLEMS AND TRENDS: a. Our immediate need for a 40,000 cubic foot increase in our records storage capacity is our most pressing problem. Simply stated, by December 1970 the Records Center will be full and we will be unable to accept more records storage. This situation was anticipated in 1957 when the Records Center addition was built. We have regularly requested and been denied funds to augment our storage facilities. In the meantime we have utilized temporary measures to cope with the storage problem until acceptable long Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 STATINTL Approved Forelease 2001/08/29 : CIA-RDP74-00390111000300180008-8 range solutions can be found. In the event our current proposal to use FY 70 year end funds to provide additional storage capacity is not approved, we will face a crisis by the Spring of 1971, but the problem of records storage will persist throughout this entire planning period in any case. The temporary records storage arrangements established with GSA will terminate in December 1970. Some 15,000 to 20,000 Cu. ft. of supplemental distribution documents must be moved fromIIIIIIIIIIto an Agency storage facility. Any one of the several alternatives proposed will only be a temporary solu- tion. Additional records storage facilities will be required by 1976. In fact, rapidly developing new Projects in DDS&T will probably accelerate the flow of records into our storage facility and advance our need for additional space. We believe it reasonable to expect certain DDS&T Projects to produce even more then the several thousand boxes of material NPIC trans- ferred to our records storage facility a few years after tne Center was constructed, creating a requirement for space which had not been foreseen at the time the Records Center was built. In addition, increasing pressure on office space inevitably results in the movement of records out of offices and into the Records Center. Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Fowl Release 2001/08/29 : CIA-RDP74-00399R000300180008-8 b. Increased records storage facilities are but one aspect of the overall records management problem. We hope to provide long-range solutions to our records storage needs by reducing the flow of records to our storage facility through improved management of records creation as well as reducing the volume by use of new microform systems now being developed. However, significant reductions of records storage requirements through these programs will require time, funds for microform equipment, and'iMest important of all a willingness to commit more manpower specifically to records problems in each Agency Component in spite of the current and continuing overall reduction in Agency personnel. Last year we asked for personnel Increases in the Records Administration Branch of two positions in FY 1971 which were subsequently disapproved because of ex- ternally imposed agency wide personnel reductions. We had also planned for one additional position in each of the three suc- ceeding years of the planning period. These requirements and justifications therefore are still valid and we are again re- questing that the personnel augmentation commence in FY 1972 by adding three positions and one position each in FY 1973 and FY 1974, for a total increase of five positions over the first three years of this planning period. Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved ForZelease 2001/08/29 : CIA-RDP74-00390R000300180008-8 c. The current records storage crisis has attracted the attention and interest of top management to our overall records management prOgram, but we have so far failed to obtain the needed commitment of manpower to these programs. Far too many components are without full-time professional records officers. The majority of Agency operating compo- nents have untrained, inexperienced junior officers working only part-time on their records problems. Given the manpower cuts now underway in FY 70 and 71, we must realistically predict that the agency records program will be even less effectively staffed during this planning period than it has been in the past. Experience has demonstrated that the Records Management Officer position is among the first to be terminated during periods of manpower retrenchment and we expect this will happen again in the current reduCnon drive. Should this situation Prevail it forbodes serious space, equipment, and administrative problems for the future-. d. Another area that holds both promise and problems for the Agency is the microfilming of records. In instances where microforms are adopted as integral parts of operating system; improvement there are likely to be significant savings in records storage space. Consultants in the technology, however, discourage the adoption of microform systems if the primary or only objective is to save space. An inventdry completed last year found some Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Foraelease 2001/08/29 : CIA-RDP74-00390R000300180008-8 58 separate microform systems in the Agency with some 660 pieces of equipment that cost about seven million dollars. There is every indication that new microfilming systems will exceed the early efforts and the major problems will be control and compatibility among vallous systems. The state of the microfilming art is now about where computers were ten years ago, when each component was eager to develop Its own system independently and could not anticipate any interaction with otner data systems. Greater equipment inter- face between computers and microfilm systems is predicted by many manufacturers. Yet, offices are diligently devising new records systems to meet local requirements. They defend their actions because they see no system overlap today. There are no more film specialists today than there were ADP experts in the Agency in the early days of computers. Further, the vested interest of each component militates against a simple unbiased study group or microfilm committee. The Agency will be obliged to determine whether or not our unique requirements will permit a central control over our microform systems or whether tne value of such control off-sets the limitations it imposes upon operating prerogatives. The Agency will need to determine whether pro- liferating microform systems is good or if it portends to future problems in system management and, if the latter, what should be done about it. It may be desirable to engage an outside consultant to help oefine and cope with these problems. Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Forge lease 2001/08/29: CIA-RDP74-003901W00300180008-8 e. A new trend can be seen in the new types of records storage and retrieval equipment being offered. The Agency's active information is stored in the Offices; the inactive ref- erence items are in the Records Center; and the legal and his- torical records will be in the Archives. New equipment and facilities will be required to support all three of these activities and it will be expensive. The storage and retrieval systems perhaps can be mechanized or automated but it will re- quire planning, coordination, compatibility, and management. We see the need for more mechanized shelving to increase storage density per foot of floor space whether it is storing paper, magnetic tapes, or microfilm. Such mechanized equipment costs about $5 per cubic foot of capacity. We see increased use of microfilm and its transmission from storage to user via communi- cation lines and computers. Even more technically promising is the mass memory storage device which uses a laser beam and electronics to move intonation in anokout of storage. This can store the content of 10,000 magnetic tapes and service three computers of the IBM 360/65 size range simultaneously. We anti- cipate that this type of equipment may be used as an auxiliary to our Records Center and Archives before the end of this Planning Period-. We are not aware of any requirements for this type of system which may have been generated yet, but we expect there Approved For Release 2001/08/29: CIA-RDP74-00390R000300180008-8 TINTL Approved For Release 2001/08/29 : CIA-RDP74-00390RA00300180008-8 will be some during this planning period. Additionally, there may be some question about Agency wide systems of this magni- tude being programmed and funded through the Support Services Staff/DDS. f. The Agency is becoming more interested in its history than it has been in the past. Last year's participation and contributions to the President Johnson Library were ten times greater than for the President Kennedy Library. We expect even more for the President Nixon Library. It is felt the interests of the Agency would be best served if our story was properly documented in the Presidential Libraries. Similarly, component historians and the Historical Staff received extensive support last year. These developments have a direct bearing on the Agency records system and preservation of valuable documents. More serious consideration is being given to Retention Plans which establish "Office of Record" and schedule the preservation of legal and historical records. Also, attention is being focused on the need for an Agency Archives. In 1959 the Director ordered all OSS records removed from the National Archives to our own Records Center for safe keeping. Recent inquiries about OSS files have renewed interest In the Agency's Archives. This trend is bound to expand during this planning period and will require establishing a new Archival function, facility, and Staff. oa 6//p / ? ecA_ &Le For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 -,14 it")i) 6 2/20/7o IA 1A 10 FEB 1971 (112- Approved For Release 20SENETA-RDP74-00390R1100300180008-8 ARCHIVES AND RECORDS CENTER t RAND FOR: Personnel Officer SUBJECT Summer Employees 17 February 1970 L. The Archives and Records Center has a requirement for three (3) "summer-only" employees during the 1970 summer employment season. 2. The duties of these employees will be basically clerical; however, all three of them will be required to move boxes and large packages and to load and unload trucks. Therefore, we recommend that all of these summer employees be male. Distribution: Orig. & 1 - Addressee cc cc -!!!!!!!!"er Employment File C/RAB 1A DDS/SSS/RAB/A&RCIIIIIIIIINLH(17 Feb. 1969) Et Approved For Release 203g8Tl2 t: CIA-RDP74-00390R000300180008- 25X1 Approved For Release 2001/0MET-RDP74-0039ORQ00300180008-8 25 February MEMORANDUM FOR: Chief, support Services Staff SUBJECT "Year-End" Purchases 1. If "Year-End" funds are available, it is requested that the tams described belcw. be purehased for the Archives and Records Center. Since ell of these items would benefit the operation of the Agency's record storage and retrieval facility, it is difficult to rank them in order of importance. The most pressing need for daily operations is the vehicle, but on the other band the reproduction equipment is essential to the preservation of the Agency's permanent records. The servicing of temporary filet on microfilm is a problem but not as serious. A. flationWeve - 43,200 One of the continuing problems encountered by the AOC is obtaining transportation for official travel. This problem will become more acute when the move out of the begins, and an escort car will be needed daily. a Motor Pool, and vehicles have been added to this Motor in the past with the justifications based on the 'Archives and Records Center needs. At present, however, our requirements for a vehicle are satisfied only after all other requirements are taken care of, even if our requirement is made known before the others. The background on the vehicle problem was accumulated by the Records Center in one detailed study and submius in December 1968. We discussed this 'with 4n early 1969, and conditions improved until the requirementa again exceeded the -car supply. B Pies0 Microduplicator $1225(A This machine is needed to reproduce permanent records that are on microfilm. At the present time, when reference in requested from a document that is part of a microfilm file stored at the Records Center, the entire reel must be sant to Headquarters. Several reels- of permanent records have not been returned and are lost to the file. With the microduplicator the Archives and Records Center can reproduce the film reverted and retain the original film. This is normal practice elsewhere. At the present time there are 20 requests serviced each month for these reels, and the rate of these requests is increasing. Approved For Release 2001/08/2gPIF-11P74-00390R0 GROUP I Excluded from automatic dowurading and Ifi? ' ; 25X1A 25X1A 25X1A 25X1C 25X1A Approved For Release 2001/08/29 44174-0039013400300180008-8 C. Xeroxcroyrinter The Archives and Records Center has a Xerox 914 to reproduce documents from those stored when retrieval requests from Headquarters components so require and to !support histor- ians doing research in the AARC building and in need of temporary work documents. included in the Archives and Records Center are reels of microfilm, and at present the only way to obtain usable bard copy or film reproductions is to send an entire reel to Headquarters. some reels have not been returned and others were damaged. With the microprinter the AARC could reproduce the needed herd copy document from the reels and return the reels- to the files. (The Diazo Microduplicator !Above produces duplicate microfilm.) The contract cost of the Xerox microprinter is $160 per month or $10920 per year. The current Xerox copier is under Rental Plan "A" which calls for a minimum Charge of $74 per month. We have anticipated a growing copy demand and have planned for an eventual Change to Rental Plan "C" which Will have greater capacity- with a minimum charge of $120 a month. However, if we can convert to the mieroprinter contract the modified equipment will provide for both greater capacity and microfilm copying ability at an increase of $440 over Plan "C". D. Archives BOXep 7 $700 This item is in the FY 71 budget; however., if FY 70 "Year-End" funds are available, these 1,000 boxes can be purchased ahead of the actual but inevitable need. 2. Funds being requested by Headquarters to provide for addi- tional storage space for records is a separate consideration; there- fore, no funds are requested here for shelving or other items related to that problem. Approved For Release 2001/0 Records Administration Branch 2 RDP74-00390R000300180008-8 25X1A 1p Approved For Rekose 2001/08/29 : CIA-RDP74-00390R000300180008-8 // AA,/ 74.," Avow 15 January' 1971 MORAN:DM FOR Deputy Director 8wilpQrt ROW= : Archives Survey with Year-1n FUnns 1. This zem 1;,rJposes an AO dtudy in lAragraph G. 2. The Useutive Direct:A7 has ac'nhcAlled.secl the need ff.x zla Asinqy Archives and hal; requested development :X 5 reguLition mad plan for such a new funettm. These ?:re in 4-4:mss but will require few Imre months ;:t ci.:iordinatich and development. At present, even vitbout an official prograas the Agency Las identified vow* I6sw., boxes of recards believed tu be :47 Archival quality Rational Archives speeificatims. AcnAher bxes of Mee to be reviewed are believed to contain but ',me-third Archival dcuments. 3. At present temporary records a moat be et-red in fuc and use requiremente. 'chiveal atrii is stcred with tuolly these pentane:A dr;?curents e suited to their special at,Jrage imet yedr our search f-- new space t) relieve Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 STATI TL STATINTL Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 iso stuay ctri DDS/SSS/RAB/ Distribution Oriz & I - 1 - 1 - 1 - 1 - dd (18 Jan. 71) Addressee SiSS Mu-ono WS Subject R&B Chr,::no RAB Subject Records Center ar-erv4STATINTL tither ith ith relliati it4astics ti rnui3 b jttizctec.I ? enzirgeers muKe ft urveATATINTL rv- ces Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 STATINTL STATINTL Approved For Release 2001/08/29 : CIA-RDP74-00390R00030018_001 20 October 1970 MEMORANDUM FOR: Administration Officer, SW SUBJECT : Requisition for OCR Selectric Typewriter 1. As we discussed last month I was compelled to put aside the details on the requisition for an OR Selectric Typewritim for my staff until I finished some priority work for Messers and MI.With them away I have returned to our Office Administrative reOTRITIZETI7 STATINTL a. Our research indicates that the Agency's Optical Scanning Device can recognize and process the IBM pelectric 10 point OCR type style numbers IB1(056iond(iBM 065.0a/eAl1oi Therefore, I will appreciate it if you will include"those two interchangeable "golf ball" type elements in my requisition. ? b. I have reviewed the several type fonts available for these ten point machines that are necessary for Optical Character Recognition and I find two fonts that are especially recommended for correspondence and. general reproduction. Since the required OCR ten point machine is not compatible with the 835 12 point mechines'I eeel'we need not concern ourselves with the SSS Elite typefonto. Consequently, I will appreciate if you will request that the two fonts to came with the machineTurchased include Selectronic - "golf ball" elements in these two 10 pitch type fontst Courier 72 Code 015 Delegate Code 070 ' c. Because of the large-size forms we anticipate processing on this -machine I feel the maximum size platen should be obtained to accomodate 15 and a half inch paper. 2. Your assistance is requested. Please call me if you have any problems with these requirements. /0 c ARecords Administration Brancb tit 7 0 STATINTL cozik-e?i Ap)A-Tell Fitt-lNeaFa 2.SIDt08/0 :&1/61.1 g' 0441&018000e8 aa Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 . PROGRAM CALL FY 1972 - 1976 RECORDS ADMINISTRATION PROGRAM PART 1: Summary of Fund and Position Requirements: AO See Summary on the attached Form # 2584g. B. See Details for each Object Class on attached Form # 631. PART II t Summary of Program Progress, Trends, and Problems: A. Progress Toward Obectives. The basic objective of the Agency Records Program is to improve the efficiency and economy of records operations in every office. Progress to this end continues as detailed on pages 25 to 30 of our Program Call for FY 1971 - 75. Accomplishments were realized by this Central Staff through the Senior Records Management Officer in each Directorate and the Records Officer or records custodian in each component. Considerable progress was made during the past year as follows, but the Agency's Records personnelacontinue to be scarce and disheartened: 1. The major achievement and primary thrust last year related to the campaign to augnent our records storage capacity? Some 20,000 cubic feet of old records were removed from the Records Center, increasing its capacity-life 2 to 3 years. Another 50,000 cu0 ft0 were removed from office files and it is estimated this gained space in 3,125 safes valued at $1,828,000 and some $25,000 Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Foriitelease 2001/08/29: CIA-RDP74-00394W000300180008-8 worth of shelving. This was a graphic example of the Program' s ability to save Agency funds and space. 2. A Records Management Board of Se Records Officers was established to study the Agency's records problems and recommend solutions. This Board meets regularly and has established itself as an essential mechanism for coordination and review of Agency-wide records problems. 3. The increased concern of Top Management in the records storage problem stimulated component attention to records systems and resulted in several equipment installations, new microfilm systems, and 0 hundreds of revised records disposal schedules--all of which contributed to the reduction of records in the Agency* a 4 40- Several compoents are without/professional responsible for their records programs. Many others have an inexperienced,. untraintid, junior officer assigned to cope with their records on a part-time basi s Nonetheless, there has been some improvement in the general assignement of component Records Officers and Senior Directorate Records Management Officers. The Central Staff has conducted conferences for these Officers each Spring and Fall to train and guide them in records systems and the new technology. The DDS addressed them at a Spring Conference on Historical Documents and last Fall at the conference on Microfilm Systems. 5.Finally the total Records.Managemarb Program required by Approved For Release 2001/08/4: 14S-RDP74-00390R000300180008-8 Approved For'411161ease 2001/08/29 : CIA-RDP74-003981M00300180008-8 Public Law is established in the Agency by HR and Aroversi STATINTL the complete life-cycle of our records (Creation, Use, and Disposition)* The Central Records Staff provides support and guidance to each component on the six major elements of the Program (Forms, Correspondence, Reports, Systems and Equipment, Vital Records, and Disposition)* (0()Our Forms Management concentrates on design improvement and printing economies? Each year assistance is provided on some 2,800 forms for which fifty million copies are printed at a cost of a quarter million dollars? Assistance was given Logistics to improve control in the Warehouse storage and issuance of forms. A Little or no Staff action is possible for the element's, of Correspondence and Reports Management because of the lack of manpower? Several Surveys for new equipment aid records systems were completed last ye ar, but (di available manpower was pre-empted for the records purgeoA Hundreds of disposal schedules were revised and Retention Plans were developed for the valuable permanent documents in thee Directorates?. This past year was the first time in Agency history that more (X) records were destroyed than were ereatedol? A complete re-evaluation was made of the Agency Emergency Planning and the related Vital Records Program? This nom awaits the decision of the Executive Director? The limited resources available on the Staff have been used in holding actions and a bear minimum to reach the Program objectives? Bo Trends and Problems? We find the Agency records systems are faced with several trends, each with related problems:. Approved For Release 2001/08/29 : CIA-14DP74-00390R000300180008-8 Approved Foliar lease 2001/08/29 : CIA-RDP74-003900P00300180008-8 1. There has developed among Top Managers an increased, active interest in records problems. This concern was generated by sm sveral studies in search of additional records storage capacity. The disposal efforts to reduce the volume of records on hand naturally focused on the need to control Records Creation. This in turn raised the question of an increased centralized control over vecords systems as opposed to the decentraOlized? component autonomy in records matters that has been practiced since 1961. Likewise there is a growing intereSrin the creation of uncontrolled records with the many copy machines on hand and continuing to be purchased. 2. Another area that has both trends and problems for the Agency is the microfilming of records. This has systems benefits as well as space saving advantages. An inventory completed last year found some separate microform systems in the Agency with some 650 pieces of equipment that cost about seven million dollars. There is every indication that new microfilming systems will exoeed the early 58 efforts many fold and the major problems will be control and compatibility ahong various systems. Aicrofilming is where computers . were ten years ago, when each component was eager to develop its own system independently aid could not anticipate any interadtion with any other data systems. Greater equipment interface by computers and mfiki c microfilm systems is predicted by manyil14a4erieel. Yet, offices are diligently devising new records systems to meet local requirements. Approved For Release 2001/08/491 CIA-RDP74-00390R000300180008-8 Approved Fo lease 2001/08/29 : CIA-RDP74-00-390R000300180008-8 They defend their actions because the re is no system overlap today, There are no more film specialist5today than there were ADP experts in the Agency in the early days of computers. Further, the vested interest of each component precludes a simple unbiased study group or microfilm committee? It seems logical that the Agency will be obliged to turn to an outside consultant to determine whether or _W J" not our unique requirements hp--;iii.alidim-a central control over our 7HtrOr,i" microform systems or whether valueAoutweights itS' infringement upon opepatiog prerogatives* cfiE lioRe ts.07-EggrEl) 3. The Agency has turned 21 an is inclined tOT vmS historyiklt:htxt...--PA:...trrdrrrergav4 than it in its exuberant youth* Last year's participation and contributions to the President Johnson Library was ten times greater than for the Presitent Kennedy Libraryo We expect even more for the President Nixon Lib raryo The last year Director' s inquiry at the White House/convinced him the interests of the Agency would be best sewed if our story was properly documented* Similarly, component historians as well as an Agency appointed Historian and Staff received extensive support and impetud last yearo These developments have a direct Em2atemtetatrivel bearing on the Agency records system and preservation of valuable documents? More serious consideration is being given to Retention Plans which establish "Offices of Record and schedule the preservation of legal and historical re.cordso Also, attention is being focusfr-on the need for an A,edy Archives. In /959 the Director ordered all CIA records removed rum the National - Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 Approved Foe' !Meese 2001/08/29: CIA-RDP74-0039eile00300180008-8 16S Archives to our own Records Center for safe keeping? Recent inqui about MVL STATINTL OSS files as well as our own historian? renewed the Directors interest in the Agency's Archives9. This trend is bound to expand during this next Planning Period and will require establishing a new Archival function, facility, and Staff.. 4. A new trend can be seen in the new types of records storage and retrieval equipment being offered? Whetteam the Agency's active informatiOn is stored in the Offices, famma the inactive reference items in a Records Center, and the legal and historical records are in an Archives 0!,, new equipment and facilities will be required and they will be expensive? It can be mechanized or automated but it will require planning, coordinat ion, compatibility, and manageme nte S roteo crE We see the need for more mechanizdd shel/ing to increase4density per foot of floor space whether it is storing paper, magnetic tapes, or microfilme Such mechanized equipment costs about $5 per cubic foot of capacity, and today the Agency has about 350,000 cu. ft. of material? We see increased use of microfilm and its transmission from storage to user via phone lines and computers? Even more technically promising and equally sophisticated and expensive is the mass memory storage 5 device which was developed by Precision Iqruments Company and uses a laser beam to move information in an out of the device?. This can sof ut.T/INC:Oucl-Y store 25,000 magnetic tapes and service three computers atr-Tria:a This staff researched the availability of this machine and prompted ?//r/W_.. a presentation on it to the Ageney Systems Officerest year. 10 are oPriwAYrtC as 4cTreeicilas the National Archives that this miilion-dollar machine Approved For Release 2001/08/29 :-CtlAiRlDP74-00390R000300180008-8 Approved For kilease 2001/08/29 : CIA-RDP7-4-003901W0300180008-8 will be one of our auxiliary Records Centers and Archives before the end of this Planning Period. 5, The Agency problem of records storage will persist throughout this entire planning period. The temporary records storage arrangements' established with GSA are scheduled to terminate in December 1970. Some 15,000 to 20,000 cu0 ft0 of docume nt s must be moved from to an Agency storage facility. whichever of several alternatives is selected by Agency Management it will be a temporary solution. Additional records storage facilities will be required by 1976. STATINTL In fact, the rapid development of rew Projects will probably accelerate the flow of records into our storage center and advance the need by 2 or 3 years. The source of this huge voltam of new records will be from the several-hundred-million dollar new 'Teal Time, Reconnaissance Project" (for which not one nickle is budgeted to store its records output). We expect that Project to produce unexpectedly even more than the several thousand boxes of films NPIC/dumped into our record d storage facility, ten years after it was cons tructed. We also expect to receive increasing amounts of records from the DDS&T components which are continuing their organizational expansion and technological production, 6. Such trends of increasing demand for Records Management will clash with the expected cut in records personnel. Experience in several components has demonstrated that the Records Managenent Officer position is among the first to be terminated during periods - 7 - Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8 ILLEGIB Approved For ikilikase 2001/08/29 : CIA-RDP7-4-003901Z)0300180008-8 ? of retrenchment? The Records Program objective is to save Agency fund, space, and personnel. Today the Agency needs more records management not less. IMMMMore than two years are required to provide adequate training and experience for a Records Of4r to become effective. Unfortunately, the Agency is not providing the Records Program with any opportunity to develop new replacements for those Records Officers who have established the Records Program these past ten to fifteen years and Tho will retire in the next five to ten years. The network of Records Officers exists across the Agency but there is no control to ensure a comparable workload and reward. The special duties and responsibilities of many of these records administrators are as valuable ani difficult as those of many Finance, Security., and Personnel Officer But, the ceiling-short components have rejected such administrative officers as regularly as tha y have the Records Officers. That condition will continue for years to come we are certain, but, during this Planning .period the Agency must face up to its need Vio--good Records Managers and4Provide a formal, centralized, personnel system for their comparable assignments, development, evaluation, and promotions. Approved For Release 2001/08426 :-CIA-RDP74-00390R000300180008-8 SELET Approved FoleiRelease 2001/08/29 : CIA-RDP74-00390R000300180008-8 MRMORA SUBJECT DD/S 70-0471 4 }-EB 1970 FOR: Chief, Support Services Staff : Control Figures for 1970 Congressional Budget and 1772..1976 Program Submission 1. Your 1970 Congressional Budget and your 1972-1976 Program submission will reflect the following totals: 9 1970 Staff positions Average employment $ in thousands $978 $1, 388 197 1 25X9 $1, 32 1 2. These reflect the following changes from the 197 1 BOB Budget: .19.7.2 Decrease of 2 A. E. in view of position reductions Increase In retirement contribution : Decrease of 10.2 A. E. in view of position reductions Increase in retirement contribution Required absorption of retirement cost increase -$28 thous +2 -$26 thous -$143 thous + 4 - 4 .414 3thous 3. 0/PPB is expected to issue a call for the Congressional Budget material with a due date of 16 February. M=Mlaf my Staff, together with Messrs. if the SIPS Task Force will be working di- reedy with the Office of Computer Services and your budget officer to develop the computer listings which will satisfy most of the Congressional requirement. These listings will also form the basis for your 1972-1976 Program projections which are due in O-DD/S Plans Staff by 20 February 1970 to meet the current requirement for the Program submission by 2 March 1970. /If John. W. Coffey Assistant Deputy Director Approved For Release 2001/08/29 : CIA-RDPIRF-43?5g0031N11800081-8- 25X1A Approved FoNikelease 2001/08/29 :_CIA-RDP74-0039QZ,000300180008-8 OUTLINE OF PROGRAM CALL FY 1972-76 STATINTL PART I: Summary of Fund and Position Requirements: Action PART II: Summary of Program Progress, Trends, and Problems. Summary Statement on overall program objectives (where they have changed from last year's program submission), gen- eral thrust of activities, progress towards objectives, and report on discernible trends and changes in program plans for the future. PART III: Discualon of Program Change ACTION: Explicitly revalidate program plans already in PPB' by indicating information is still valid, or .... revised plans where changes occur or follow. A. New Programs and Activities (see p.4,5 & 6) B. Programs Requiring More Resources (see p.7 & C. Programs Requiring Fewer Resources (see p. 9) Approved For Release 2001/08/29 : CIA-RDP74-00390R000300180008-8